STAFF ASSISTANT - CAMPUS SAFETY - 48008232

About the role

The incumbent of this position reports directly to the Assistant Director of Safety and assists in the administrative tasks and/or serving as a support position to the department leadership team.

Responsibilities

• Provides administrative support to the Assistant Director of Safety. Conducts research, compiles data, and prepares reports as directed.
• Assists with departmental procedures associated with the calendar of tasks and events, departmental workflow, greeting visitors and vendors, as well as the tracking and organization of various inspection reports.
• Routes, tracks, and follows up on departmental correspondence to ensure timely and complete communication.
• Sorts mail for all staff members in the department. Prepares requisitions and work orders and monitors purchase orders to completion.
• Processes, tracks, submits, and files monthly bills and payments. Maintains an efficient filing system for all appropriate documentation.
• Orders, inventories, and maintains stock of office supplies for the department. Prioritizes work to meet multiple demands.
• Addresses telephone/voicemail and email messaging and routes concerns to the appropriate Safety Department team member.
• Maintains department office equipment, general departmental budget records, database management of Safety Department work orders, and spreadsheet management associated with inspection reports, drills, and quarterly risk management plan reports.
• Compiles and processes a wide variety of required health and safety reports mandated by local, state and federal agencies. Periodically reviews all records to ensure compliance with established programs and records schedules.
• Carrries out specific assignments as directed by the Assistant Director of Safety in support of the program. Assists the Clerk Specialist with the administration of the Computerized Maintenance Management System (CMMS) and serves as a back-up for this position.
• Attends facility tours associated with external event requests. This may include creation and distribution of work orders, assisting Safety Specialists with data entry and accessing reports and customer service functions.
• Attends training as required. Executes the annual inventory of the department's furnishings and equipment.
• Attends meetings/workshops as necessary for information exchange. Prepares travel arrangements for staff as necessary. Assists Safety Specialists with the monitoring of key distribution/collection.

Qualifications

• Three years of secretarial or clerical work experience.
• A college education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

Knowledge, Skills, and Abilities

• Knowledge of administrative procedures and various office equipment;
• Ability to collect and analyze data;
• Ability to prepare correspondence and reports;
• Ability to work with minimal supervision;
• Ability to communicate effectively both orally and in writing;
• Ability to substantially move wrists and hands while using computer keyboard;
• Ability to accurately and neatly prepare reports associated with analyzing data;
• Ability to communicate effectively;
• Ability to attain sign language proficiency level in accordance with FSDB O.P.P.1.24;
• Ability to pass training and administer skills acquired during CPR and Non-Violent Crisis Intervention Training (CPI);